What Is Facility Management Software?
Facility management software enables an organization to manage their entire repair & maintenance program from a web-based dashboard. Facility maintenance management software tools enable multi-site facility managers to do a range of functions related to ongoing maintenance and repair including asset management, commercial contractor sourcing and compliance, work order fulfillment, payments, and analytics.
The Benefits of FM Maintenance Software
Facility maintenance software has revolutionized the way locations are maintained for leading retailers, restaurant chains, and convenience stores, to name just a few of the sectors that have embraced this automated technology. Today, multi-site facility managers gain by having facilities maintenance software that brings simplification and automation to complex, time consuming processes. A robust FM maintenance software system will facilitate the complete range of tasks necessary to ensure 24/7 brand support across all locations while also providing strategic insights into facility maintenance costs and resource allocation.
By supporting facilities management operations with technology, facilities managers can be more strategic and apply their energy toward resolving the exceptions rather than the routine. A systematic approach to facilities management aids spend analysis to uncover hidden costs, unnecessary and wasted dollars, and rising trends, and creates more realistic forecasts on which to run a business. In addition, analyzing facilities maintenance costs against appropriate benchmarks further empowers facility managers to better control spend and drive improved performance across their organizations.
Features of Facility Management Software
Facility management software captures all the data related to your facilities maintenance program. All your service requests, work orders, planned maintenance schedules, and equipment data, including invoices and warranty, on are on a single platform. Contractor check-ins and check-outs are easily stored and accessible.
The result? Not just better facility management performance, but better financial performance across all your repair and maintenance activities.
Here’s What Robust Facilities Management Software Should Cover:
Repair & Maintenance Management
Manage all facility maintenance work orders, service requests, contractor proposals, and preventive maintenance at all locations through a single dashboard. Place service requests via the internet or by phone.
Parts & Supply Management
Easy-to-use mechanism for local locations to buy approved sourced and contracted materials. Maintaining control enables your company to save money, ensure quality, streamline ordering and maintain warranties.
Contractor invoices are submitted online, validated against contracted rates and applicable sales taxes, coded for G/L processing and linked with third party accounting systems. Reduces facility management payment processing costs and time via straight-through electronic processing.
One platform with a comprehensive record of all equipment and locations including all work history and maintenance records. Simplifies managing and tracking all equipment warranties.
Easily send a Request for Proposal (RFP) to one or more contractors and get back proposals, all online.
Call Center Access
Enables 24/7 work order submissions by location staff via phone. Provides formal follow-up of time-sensitive service requests to ensure timely contractor performance and reassignment if needed.
Contractor Sourcing and Management
Access qualified, vetted and insured contractors and all contractor data including W-9 forms and insurance information
Preventive & Scheduled Maintenance
Schedule, authorize via not-to-exceed (NTE) levels, verify and validate all preventive and scheduled facility maintenance events.
Open and Scalable Architecture
Facilities management system works regardless of platform or technological change.
Unique Software Features from ServiceChannel
Lower your costs, speed time-to-resolution, improve equipment ROI and warranty usage. Easy-to-use facilities maintenance software and real-time data let you meet SLAs; deliver quality of service; and readily identify locations, equipment, and contractor and trade expenses that are out of line.
- Simplified Work Order Creation – Location staff can enter facility maintenance service requests directly into system; work orders are then routed to the appropriate contractor at proper, preapproved rates.
- Staffing Support – One-on-one connection with ServiceChannel staff for ongoing solution upgrades & maintenance, contractor and site location on boarding, and scalability as your organization grows.
- Contractor Communication – Real-time input of all notes on work orders ensures communication is maintained throughout your facilities management organization and information doesn’t slip through cracks.
- Secure, Multi-site Accessibility – One platform for all your facility maintenance services with guaranteed security. All data accessible from office or the field. Built on an open architecture to work easily in any environment.
- Software as a Service (SaaS) Platform – Continually updated cloud-based facility management system eliminates costly software installs and upgrades and removes the burden of supporting additional hardware. Dramatically reduces cost of ownership.
- Scorecarding – Compare service performance all your facility maintenance contractors via real-time scorecards.
- Spend Analysis – All facilities management spend data and analytics are displayed real time in easy-to-read dashboard graphics. View historical data, identify trends and outliers, benchmark against goals and industry standards, forecast spend.
- Real-Time Service Tracking – Track contractor check in/check out times via GPS geo-locator or mobile phone interactive voice response (IVR).
- Mobile Access – Access to ServiceChannel’s facility management system to report maintenance issues and check statuses is available anywhere, anytime and from any device.
- Third-Party Integrations – ServiceChannel’s facility management software easily connects to third-party accounting and payment systems. Minimizes data input errors and streamlines payment and audit processes.
- Easily Source and Credential Contractors – Simple and automated processes to maintain/update contractor contact and payment information, and track insurance and certifications.
Industry Specific Solutions
Facilities management is different in every industry. We know what matters to you.
ServiceChannel didn’t grow to help more than 50,000 facilities maintenance professionals and commercial contractors conduct more than $15B in business at over 200,000 locations in 63 countries, without having breadth of knowledge. We know the crucial tipping points across more than 40 industry sectors.
An organization’s physical sites (stores, restaurants, offices) are the most direct touchpoint with its customers. Keeping facility locations clean, conditions safe and equipment in good working order is paramount to Brand Uptime.
Store managers need to be working with customers and driving sales, not tied down dealing with equipment failure or maintenance issues. With ServiceChannel’s retail facility management software, managers can enter a service issue online and then track its status in real-time. ServiceChannel provides ready access to appropriate equipment supplies and credential ed contractors. And because every retailer is not the same we’ve developed flexible, configurable solutions that address the needs of every segment of retail.
Luxury Retail Solutions
Grocery & Convenience Store Solutions
There are more than 150,000 convenience store (C-Store) and fuel retailing locations in the United States, each with a focus on being fast, friendly, and clean. These facilities need to be in top working condition all the time. To stay competitive some C-Stores are expanding to include quick-serve restaurants, coffee islands, financial services kiosks and even showers. So while C-Stores are becoming larger and supporting more and increasingly complex equipment, our grocery store facilities management software will help keep them better maintained.
Financial Institution Solutions
Financial institution facility management requires extreme attention to detail branches and offices need to project professionalism. Managers cannot be distracted by facilities issues such as scheduling routine preventive maintenance and checking on work orders. In addition, anywhere there are sensitive documents it’s imperative that all contractors be thoroughly vetted. Our facilities management platform facilitates and automates tasks from sourcing to settlement. Plus, our analytics provide useful insights into spend trends and contractor performance.
From urgent care centers and retail healthcare clinics to freestanding or hospital-sponsored off-campus “emergency departments,” healthcare facilities management requires an exacting level of care. It’s imperative that specialized clinical equipment and related supplies are properly maintained, professionally serviced and rapidly repaired. Relative to other industries’ facilities management challenges, healthcare facility management has an emphasis on specialized equipment, clean room standards, qualified/certified contractors and regulations, risk and compliance.
Local/municipal, state or federal, government facilities management programs typically have stringent regulatory, compliance and budgetary mandates to follow. Most entities are responsible for maintaining a wide range of facilities – from office buildings, schools and courthouses to warehouses, housing projects and land ports of entry. Government facilities managers are almost always in a tight budget environment, so reducing repair and maintenance expenses while continuing to deliver needed services is paramount. The ServiceChannel Service Automation software solution for government enables FM professionals to improve operational performance by delivering more cost-efficient facilities maintenance services and by facilitating work requests, planned maintenance, site audits, asset management, supplier and contractor diversity and other regulated and nonregulated activities.
Logistic & Transportation Solutions
Maintaining facilities in the transportation and logistics industries brings its own set of challenges. From vehicle depots, garages and maintenance facilities to passenger terminals, service locations and customer centers to rail, intermodal maritime and air complexes, it’s imperative that facilities are fully functioning at all times. ServiceChannel helps transportation facilities management conduct all repair and maintenance needs from a single, web-based dashboard – from sourcing to settlement, asset management to contractor compliance.
When a customer is using a storage facility they want assurance it is clean, safe, and fully operational. Managers need a storage facilities management platform for all repair and maintenance needs. Control costs and get prompt reliable service for temperature control, indoor and outdoor lighting, leaks, parking lot potholes – every aspect of storage facilities maintenance to ensure your building is providing the safety and security that your customers expect.
Kiosks, Carts, Vending Machines, ATMs
Distribution and retail channels have shifted and ServiceChannel has responded by recognizing the challenges faced by retailers operating networks of free-standing kiosks, carts, pop-ups, counters and stores-within-a-store. ServiceChannel’s facilities management platform provides leading retailers with the technology and resources to meet the unique repair and maintenance issues of retail kiosk management. Multi-location managers now have easy-to-use software for issue reporting, tracking, servicing, along with insightful analytics.
If you are interested in learning more about Facility Maintenance Management software, have a look at these other resources:
- Facility Management Wikipedia Page
- Why Buy a Facility Management System?
- Choosing Your CMMS Provider
- How to Evaluate a Facility Management System
- Software is Eating the FM World
- Professional Retail Store Maintenance Association
- Restaurant Facility Management Association
- International Facility Management Association